Document Control Custodian

2 weeks ago

Pasay, National Capital Region, Philippines RainTree Care Services & Senior Residences Full time ₱312,000 per year

Position Goals

The Document Control Custodian ensures the proper management, safekeeping, and control of documented information under the Quality Management System. The role safeguards document accuracy, accessibility, and compliance across centralized and decentralized branches.

Key Responsibilities:

  • Edit documents and forms for creation and revision, in coordination with Department Heads.
  • Accomplish Document Requests (DR) and route them for necessary signatories.
  • Update and maintain Masterlists of Documents:

o Document Request Log sheet

o Master list of Active Documents

o Obsolete Master list.

  • Preparing and sending Documentation Release Notices for approved documents (Creation, Revision, Deletion).
  • Printing and stamping of Controlled Copy documents and distributing them to departments.
  • Checking and updating departmental QM Arch files of controlled copies.
  • Releasing Uncontrolled Copy documents for training purposes (with Document Request and Log sheet).
  • Stamping and filing of Master Copy documents.
  • Maintaining the hard copy files of QMS.
  • Maintaining and arranging the soft copy files of QMS in shared folders per department.
  • Saving locked copies of forms for the Shared QMS folder per department.
  • Saving confidential PDF copies of procedures for the Shared QMS folder per department.
  • Secure disposal of obsolete controlled copies and other scratch papers.
  • Supporting audits by ensuring timely retrieval and availability of requested documents.
  • Standardizing document templates across the organization in coordination with QMR.
  • Ensure that only the latest approved versions of documents are available at points of use.
  • Control access and distribution of documented information to authorized personnel only.
  • Ensure documents remain legible, readily identifiable, and retrievable at all times.
  • Monitor and track document revision cycles to ensure timely review and update.
  • Maintain a register of external documents (laws, regulations, standards) relevant to the organization.
  • Control retention and preservation of documented information according to company policy.
  • Ensure obsolete documents are promptly withdrawn from circulation and properly archived.
  • Provide departments with document status updates and revision notifications.
  • Support management reviews and audits by supplying accurate documented information.
  • Any tasks assigned by the management from time to time.

Professional Requirements:

  • Bachelor's degree in Office Administration, Business Management, or related field.
  • At least 2 to 3 years' experience in document control or administrative support role.
  • Familiarity with QMS and ISO documentation standards.

Personal Requirements:

  • Highly organized and systematic.
  • Strong computer literacy (MS Office, Google Drive, ClickUp, document management systems).
  • Confidentiality and responsibility in handling sensitive information.
  • Problem-solving and critical thinking skills
  • Excellent verbal and written communication skills.
  • Flexible and enthusiastic personality
  • General good health

Job Type: Full-time

Pay: Php24, Php26,000.00 per month

Benefits:

  • Company events
  • Health insurance
  • Paid training
  • Pay raise
  • Promotion to permanent employee

Education:

  • Bachelor's (Required)

Experience:

  • DCC or administrative support role: 3 years (Required)

Work Location: In person

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